How to Add Quick Parts in Outlook

Quick Tips

• Create Quick Parts: Keep certain phrases or blocks of text to hand to fill emails in quicker by selecting the text and using Insert > Quick Parts > Auto Text > Save Selection to AutoText Gallery. You can also save Quick Parts to the Quick Part Gallery.
• How to Add Quick Parts in Outlook: Go to Insert > Quick Parts and click the text you want to insert.
• Edit Quick Parts: Use the Building Blocks Edit Properties window to edit and save blocks of text.

How to Add Quick Parts in Outlook: Step-by-Step

Step 1: Learning how to add Quick Parts in Outlook is easy — get started by opening your Outlook app and clicking on New Email.

Step 2: Click the Insert tab at the top of the email window.

Step 3: Highlight the text that you’re likely to use frequently so you can save it as a Quick Part.

Step 4: Click Quick Parts, then hover over Auto Text and click Save Selection to Auto Text Gallery. This places the selected text in your Auto Text so you can quickly click it the next time you need that caption.

Step 5: Alternatively, you can click Quick Parts and then Save Selection to Quick Part Gallery.

Step 6: Either way, you’ll see a popup window titled Create New Building Block. Here you can decide where the Quick Part will be stored and how it will be inserted when used. You can choose to insert the content exactly as you’ve saved it, as a new paragraph, or as a new page.

Step 7: To add Quick Parts, start a new email. Head to the Insert tab and click Quick Parts. You’ll likely see the most recent Quick Part added, as shown. As you store other Quick Parts, they will also be available from this menu. If you saved the Quick Part to Auto Text instead of Quick Part Gallery, you’ll just need to hover over Auto Text to see your block of text.

Step 8: Now just click that block of text you just saved – it immediately appears in your email, following the parameters you set.

How to Add Quick Parts in Outlook: Editing Text Blocks

Step 1: Start by inserting your Quick Part into an email, using the instructions above.

Step 2: Edit the text as needed. Once you’ve finished, highlight the whole block of edited text.

Step 3: Click Quick Parts and then Save to Quick Part Gallery

Step 4: This bit’s important: Make sure everything in the popup window matches the original block of text, including the name.

Step 5: Because you’re overwriting an existing Quick Part, you’ll get a message asking if you want to redefine the building block entry. By clicking yes, you’re telling Outlook that you want to save the edited content.

Step 6: Go to Quick Parts. You’ll see that the new content has been saved, but with the original name.

Step 7: You can now change the name of the edited Quick Part to avoid confusion. Just right-click on the Quick Part and look for the Edit Properties option.

Step 8: You can now rename the block to match the new content and adjust any of the other parameters. Remember to click OK once you’re happy with the edited Quick Part.